Capital Project Closeout. Construction Documentation Requirements

Transcription

1 Capital Project Closeout Construction Documentation Requirements Guidelines for Architects, Contractors, and Project Managers For further information about this document contact: HARVARD UNIVERSITY PROPERTY INFORMATION RESOURCE CENTER 1350 Massachusetts Ave., Holyoke Center Suite 550 Cambridge, MA t: f: e: 1

2 T ABLE OF C ONTENTS I. Introduction p. 3 A. Documentation Required B. Project Manager Responsibilities C. Templates and Standards II. Templates 1. Transmittal for Materials Required p Project Dossier p Capital Project Contact List p Electronic File Quality Assurance Checklist p Electronic File Index p. 11 2

3 I. Introduction This document is for the use of project managers, architects, and contractors working on Harvard University capital projects and provides a description of: 1) Architect Deliverables per Item #14 and Attachment #4 ( Materials Checklist ) in the Harvard Attachment to the B151 Agreement between Owner and Architect; and 2) Contractor Deliverables per Item #2 ( Materials Checklist ) and #9 ( Project Binder ) of Attachment 1 to the A201 General Conditions of the Contract for Construction (Agreement between Owner and Contractor); and 3) Contractor Deliverables per Items #24 and #25 and Attachment # 9 ( Materials Checklist ) to the Basic Information Sheet for the A107 Standard Form of Agreement Between Owner and Contractor for a Project of Limited Scope. A. Documentation Required Harvard University has specific requirements for capital project documentation which must be submitted to the Property Information Resource Center (PIRC) prior to project close. These requirements are specified in the attached Materials Checklist. Materials submitted to the PIRC should be coordinated with the Harvard Project Manager assigned to the project. Project documentation must be clear, consistent, and complete. The quality of the documentation will be reviewed by PIRC staff within two (2) weeks of receipt. Project documentation deliverables must be accompanied by the Materials Checklist & Transmittal for Materials (see Section II). AutoCAD Revit (and other BIM) requirements for deliverables must adhere to the BIM Execution Plan (BEP), if a plan was created for the project. The existence of a BEP does not supersede these closeout requirements; they are in addition to these requirements. If there is no BEP and there are AutoCAD Revit or other BIM files, they may be provided in addition to requirements outlined herein. B. Project Manager Responsibilities There are additional requirements for Project Managers in the Harvard University Project Delivery Guidelines (PDG). Project Managers should convey all requirements to the architect or contractor. All documents required as part of project close out must be submitted in the formats described in the Materials Checklist. To ensure consistency of data, the Project Manager should confirm that the following templates and standards are used (see Section III): 3

4 C. Templates and Standards Materials Checklist & Transmittal for Materials (Template 1) The architect or contractor should use this checklist as a transmittal, which lists all materials required at project close. The completed transmittal forms, including an official submission of close out materials letter on the submitting firm s letterhead should accompany the submission of deliverables to the PIRC. Project Dossier (Template 2) The Project Dossier serves to document various other types of information about the project. The Project Dossier is the responsibility of the lead architect or engineer. Capital Project Contact List (Template 3) The Project Manager should provide information for each person or firm (architects, contractors, sub contractors, etc.) involved in the project. Electronic File Quality Assurance Checklist (Template 4) The architect or contractor must sign and submit this checklist, which ensures that all electronic materials adhere to the standards and guidelines set forth in the Harvard Planning & Project Management s CAD Standards publication. Electronic Files Indices Guidelines (Template 5) Architects and contractors must supply indices that conform to the contents and formats presented in this guideline. CAD Standards (2009 Version) ( This document provides specifications for producing and delivering CAD drawings for project documentation. Survey Specifications ( This document describes the coordinate system used by Harvard University and the basic standards that need to be followed to insure compatibility with the University GIS. 4

5 II. TEMPLATES TEMPLATE 1 M ATERIALS C HECKLIST & T RANSMITTAL F OR M ATERIALS Project Name: Harvard Project Manager: Harvard Capital Project number: Building Number(s): Date: Submitted by: Consultant Project Number: Building Root Number(s): All materials submitted at close out must be accompanied by this form for submission to the PIRC. Effective February 10, 2014 Materials 1copy each item Transmittal Complete this Materials Checklist & Transmittal Template. If a required submission is not applicable to your project please indicate such with N/A Delivered to PIRC Initials of submitter Contact List Use Capital Project Contact List Template A. ADMIN DOCS Debarment Certification Signed debarment certification must be included for all capital level projects with contracts executed after February 10, Form to be supplied by your Harvard PM. Quality Assurance Checklist(s) Use Electronic File Quality Assurance Checklist Template¹ ; Refer to Surveying Standards and Recovery Notes 3 Indices of electronic files Use Electronic Files Indices Template¹ Project Dossier This information must be submitted by the lead architect or engineer on the project. If no architect or engineer was employed this requirement is not applicable. Drawings all drawings delivered at project close must be delivered in hardcopy, TIFF, PDF, and DWG formats (1:1:1:1 for each drawing) B. CONSTRUCTION DOCUMENTATION Hardcopy Drawings: All drawings should be printed on 20lb. bond paper. Acceptable sizes: 24 x36 or 30 x42. Drawings must be rolled, not folded. Drawings must not be stapled Architects: submit stamped and signed Record Drawings which incorporate all changes made in the field as the final record deliverable. 5

6 MEP: submit stamped and signed As Built Drawings reflecting as built conditions which incorporate all changes made in the field as the final record deliverable. Electronic Drawings Drawings should exactly match hard copy documents submitted on CD/DVD/USB2.0 labeled with project name, project number, drawings included, date, company name, contact name and telephone number. Drawing names should be identical to hard copy drawing sheet number, (i.e., A 1.DWG, E 1.DWG). Special characters should be limited to dashes. TIFF Produced at 300ppi resolution at hard copy dimensions; file names must follow conventions in CAD Standards. Each drawing should be one TIF PDF Produced at 300ppi resolution at hard copy dimensions; file names must follow conventions in CAD Standards. Each drawing should be one PDF CAD file drawings Must comply with all requirements in CAD and Image Standards. All external references must be bound; file names must follow conventions in CAD and Image Standards Specifications all specifications delivered at project close must be delivered in hardcopy and PDF formats. PDF version must reproduce 100% of the information in the original documents. PDF specifications must be submitted with a TOC The specifications shall be annotated to show the actual selected products that are incorporated into the project, particularly where a choice of two or more products was permitted. Follow the Construction Specifications Institute (CSI) format and indexing The first page of each division shall be in the index to that section Operation and maintenance manuals all project manuals delivered at project close must be delivered in hardcopy and PDF formats. PDF version must reproduce 100% of the information in the original documents. PDF manual must be submitted with a TOC All manuals should contain: Phone Lists of subcontractors, suppliers, manufacturers representatives, Manuals of Systems Components to be specified by Architect, and Warranties/Guarantees. This manual must include, as applicable, the Manufacturer s printed installation and operating instructions: technical specifications and instructions (not sales brochures/promotional material). Instructions shall include all modes of operation in sufficient detail to be readily understood by maintenance personnel. Complete information on actual equipment installed as described in the manufacturers instructions, including dimensional drawings, model, type, size, capacity, performance parameters such as curves, efficiencies, power requirements, operating ranges, etc. (Only one manual is needed for multiple, identical equipment. Serial numbers for all equipment Detailed Parts List showing manufacturers parts numbers and such other identification as necessary to facilitate procurement of spare or renewal parts and Owner Manufacturer communications. Schedules showing proper time intervals for lubrication, adjustment, calibration or checking. Contractor shall consolidate manufacturers schedules with a single master schedule of required maintenance. This requirement is for the 6

7 Contractor s as well as the Owner s protection to insure proper early maintenance during the warranty period. Final Commissioning Report / Systems Manual all projects which engage a Commissioning Authority (CxA) must deliver a hardcopy and PDF version of the report. The final Commissioning Report/Systems Manual must be formatted in accordance with the Harvard University Office for Sustainability and ASHRAE requirements. Regulatory Approvals all copies of permits and certificates should be delivered in hardcopy format Building permit application (submitted by project team) Building permit (issued by City) Occupancy permit application (submitted by project team) Occupancy permit (issued by City) Final cost affidavit for building permit Certificate of inspection Contracts copies of executed contracts should be signed by all parties and delivered in hardcopy format. Information relating to payment amounts may be redacted. Include all contracts with Architects, Engineers, Consultants, Contractors and Construction Managers, if applicable. Land Survey if a survey was completed it must be submitted in hard copy and electronic formats Soil or Environmental Reports if testing or remediation was performed all geotechnical and geochemical reports should be submitted in hardcopy and electronic format Arc Flash Study and Hazard Analysis A hard copy format of the report must be included in the close out package if an Arc Flash Study was produced for NEC/NFPA compliance on the project. 7

8 TEMPLATE 2 P ROJECT D OSSIER P LEASE COPY AND SUBMIT THIS ON F IRM L ETTERHEAD Project Name: Harvard Capital Project number: Contract Type / Delivery Method: LEED Project? Project Start Date: Project Location and Address: Consultant Project Number: Extent (gsf/nasf): Building Systems Impacted: Project End Date: Project Description: 8

9 TEMPLATE 3 C APITAL P ROJECT C ONTACT L IST Information must be provided for each person or firm (architects, contractors, sub contractors, etc.) involved in the project. Project Name: Harvard Project Manager: Harvard Capital Project number: Building Number(s): Date: Submitted by: Consultant Project Number: Building Root Number(s): Role Organization Contact Name Company Company Project Number Phone E Mail 9

10 TEMPLATE 4 E LECTRONIC F ILE Q UALITY A SSURANCE C HECKLIST CAD drawings delivered at closeout of a capital project must be accompanied by this checklist and a signed letter on firm letterhead stating that all materials adhere to the standards and guidelines set forth in the Harvard Planning & Project Management s CAD Standards publication found at FILE FORMAT AND SETUP Electronic File Format Scale, Units, & Tolerances Fonts and Text Styles Blocks Title Blocks Policy on Model Space and Paper Space Policy on External Reference Files (XREFs) LAYERING Standard Layer List Layer Name Formatting General Rules about Naming and Uses Layer Attributes (Colors, Pens, Linetypes) CAD & TIFF FILE NAME CONVENTIONS Building and Floor Identification Codes ipline Identification Codes Drawing Type Codes Drawing Numbers POLICY ON CAD FILE TRANSLATION Full AutoCAD Compliance Translation Testing Procedures (if applicable) POLICY ON TIFF FILE TRANSLATION Scan at 300 ppi at hard copy dimensions (24 x36 or 30 x42 ) Files must be uncompressed POLICY ON PDF FILE TRANSLATION Scan at 300 ppi at hard copy dimensions (24 x36 or 30 x42 ) Files must be uncompressed Name of Accountable Vendor Representative (please print) Phone number: Date: Signature of Accountable Vendor Representative 10

11 E LECTRONIC F ILE I NDEX TEMPLATE 5 All electronic materials (CAD files, TIFF scans, index table files, etc.) must be delivered on CD/DVD/USB2.0 formatted using Windows 2000 or higher. Indices for scans must be submitted in paper format and electronically in Microsoft Excel (version 5.0 or later). A blank template of this form is available on the PIRC website at Scans must be done at a resolution of 300ppi at hard copy dimensions. Indices must contain the following information: 1. File Name 2. Title of Drawing DO NOT ALL CAPS title block attributes 3. Horizontal Paper Size measured in inches, indicate the width of the original paper drawing at its widest horizontal dimension 4. Vertical Paper Size measured in inches, indicate the length of the original paper drawing at its widest vertical dimension 5. Scale indicate the scale of the original drawing (examples: 1 =20 or NTS) 6. Pixel Depth indicate color, grayscale, bi tonal Sample Electronic File Index PROJECT INFORMATION Firm Name: CAPS Project Name: Oxford Garage/52 Oxford St. CAPS Project No: UOS INDEX OF MATERIAL SAMPLE ONLY: DELETE CONTENT AND FILL IN WITH YOUR OWN DATA Harvard Scan Item No. Building Number Sheet # Title V x H size Scale Scan File name PPI resolution Scan # CAD File name CAD Version CAD # Record Documents on Paper.HC.TIFF.DWG T 1 Title sheet drawing list 24 x 36 NTS 01395_T1 300 # _T # C1 Site preparation plan 24 x 36 3/16 in. : 1 ft _C1 300 # _C # C2 Site layout plan 24 x 36 3/16 in. : 1 ft _C2 300 # _C # C3 Site utility plan C4 Site grading plan 24 x 36 3/16 in. : 1 ft. 24 x 36 3/16 in. : 1 ft _C _C4 300 #1 # _C _C #2 #2 11